Creating and processing a transfer order

✓Before you start

• Both locations (From location and To location) exist and are your own locations.
• A numbering series for transfer orders exists.
• If either location is a Store, it must not have an open price leveling on the transfer date.

🔑Required permissions

The role needs permission to view and create transfer orders, and to edit them for changes. The administrator grants permissions to the role, not to the user.

1. Create the transfer order

1. Open WarehouseTransferTransfer orders and click Add new record.
2. Select the numbering series. The number fills in automatically.
3. Fill in From location and To location. They can't be the same location.
4. Check the dates: Date, Posting date and Shipment date.
5. Choose the Shipping advice:
   • Completely – on approval, the full quantity of every line is prepared for shipping and receiving at once.
   • Partially – goods can ship in several parts.
6. Leave Direct transfer on, unless the goods will travel for a while. In that case see Transfer through a transit location.
7. Save.

2. Add lines

Add the products and quantities as lines. You can also import lines from a file or scan them with a barcode reader.

• If the From location tracks bins, choose the bin the goods are taken from. The picker shows how much stock each bin holds.
• For products tracked by lot or serial number, enter them before shipping. Without them the shipment is refused.

3. Approve the transfer order

With Next status, choose Approved. The system checks that the transfer order has lines.

4. Ship and receive

From the approved transfer order, with Next progress, pick one of the actions:

Action	What it does
Make a shipment	Creates a shipment and ships the goods right away.
Make a shipment (Wait for shipping)	Creates a shipment in status Waiting for shipping. The goods ship later, with Ship on the shipment itself.
Make a receipt	Creates a receipt and receives the goods right away.
Make a receipt (Wait for delivery)	Creates a receipt in status Waiting for delivery. The goods are received later, with Deliver on the receipt itself.
Make a shipment + Make a receipt	Ships and receives in one step, for a direct transfer where the goods arrive right away.

A receipt can only be made for quantities that have already shipped.

The "Wait" option is useful when the warehouse prepares the goods and the shipment is confirmed once the truck leaves.

⇄Effect on stock and ledgers

• Shipping: stock goes down at the From location (Transfer out entry).
• Receiving: stock goes up at the To location (Transfer in entry).
• A shipment in Waiting for shipping and a receipt in Waiting for delivery don't change stock yet.
• If either location is a Store, an Inventory receipt in retail and a Retail trade record are created automatically.
• In a two-step transfer the goods sit at the transit location between shipping and receiving.

5. Closing

Once everything is shipped and received, the transfer order moves to Fully Processed on its own and is locked.

If part of the goods won't be moved, a Partially Processed transfer order can be closed by hand as Fully Processed. The unshipped remainder stays visible on the lines as outstanding quantity.

Closing with goods in transit

A transfer order can't be closed while goods are shipped but not yet received. You'll get a message that a line has a shipped quantity that hasn't been received. Receive the goods or reverse the shipment first.

Printing

From the transfer order you can print the document, a pick list (for the warehouse worker collecting the goods) and a blind receiving checklist without quantities, for checking goods on arrival.

↺How to fix or reverse it

Shipped or received goods aren't deleted, they're reversed. See Correction and reversal.